Invigilator Recruitment
The importance of getting it right
Examinations Network Conference
September 2015
Candace King
monash.edu
Section 1: Background
Background - Exams Team
Exams Team
5.3 FTE (during exams)
1.2 FTE Exam Assistants
Supervisors-in-Charge
14 Supervisors
1 In training
Assistant Supervisors
3 Assistants
4 In training
Invigilators
100- 130 Supervisors
Reason for recruitment project
Exams Increase
>5% Growth in exam sittings
Staff Cancellations
 2 Supervisors
 14 Invigilators







1 Injury
1 Family Loss
1 Moved Overseas
1 Holiday
2 Retired
5 Working
5 Unavailable
Issues impacting recruitment
HR processes affecting recruitment
•
•
•
•
Online applications
Online timesheets
Online payslips
Online short term contracts
Upcoming Projects to affect recruitment
•
•
Night exams
Online exams
Current Invigilator Pool
Generalised Groups
 Not very clever
 Over and above
 Authoritarians
 Know it all
 The rest
Section 2: Recruitment Drive
Recruitment timeline
1.2 FTE allocated to project
Advertising
Who were we looking at attracting





Diverse Aim to change the culture of the current pool
Skilled Utilised various Professional backgrounds
Flexible Will work hours as necessary & be available during exams
Technological Have Beginner to Intermediate computer skills
Understanding Understand the importance of their work for the
university
 Empathetic Be considerate to students
The advertisement
Pay rate is actually higher at
$28.73ph
Implied other exams period
offerings but didn’t commit
Advice on how to apply but
many don’t read this
Our position responsibilities
The more the
language changes the
HEW level is to go up
Our award is a Hew 1.
Our selection criteria
Other job-related
information almost more
important than KSC
Advertising
Plan
Monash Internal 2 weeks
Seek Last week
Actual
Monash Internal 2 weeks
Seek + Other Job Boards 1 – 1.5 weeks
263 Applicants




32 Incomplete applications (REX)
108 Key Selection Criteria not submitted
94 Not shortlisted
29 Invited to interview
(March 10th – 27th)
Shortlisting Candidates
Key Selection Criteria
Weighted 1 -5
(5 being highest)
Extra Weighting to help
differentiate skills/ experience.
Invigilation experience etc
Section 1: Our Plan
Candidate Breakdown
51% Direct Invigilation Experience
1% Monash Sessional Academics
40% Monash Alumni
(30th March – 13th April)
Total Score from
Key Selection
Criteria
Interviews
Key Criteria/Tasks
Cheat case/ communication skills
/reporting
Attention to Detail
Communication
Interview Questions
Ask Question 1 in all interviews, proceed to Question 2 if
required to gauge answer to criterion.
You notice a student acting suspiciously during their
examination. They appear to be looking at something
under their hand. What do you do?
In the exam room, the section you have been
allocated to invigilate 4 different exams. One has an
approved calculator, two have permitted textbooks
and the other has no additional materials allowed.
How would you go about supervising this section?
One of the exams in your section permits the use of
Accounting handbook 101. A student sitting this
exam has brought in Accounting and Finance
handbook 101. You approach them to tell them their
version of the handbook is not permitted for this
exam and the student becomes agitated. How do you
handle this?
(April 20th & 21st)
What Are We Looking For?
Circle if the response included any of these attributes
 Observe the student before approaching
 Discrete communication
 Ask to confiscate notes
 Alerting supervisor
 Writing a report
 Instructing student as to what needs to happen
 Minimising disruption to others
Self management
This question is based around an International
student repeating an exam they failed last time.
During the exam, you notice them crying. What would
you do?
There are times when we feel overwhelmed with
competing demands. Tell me about a time this
happened to you. What did you do to manage your
stress?
conducted 23 interviews
 Review individual exam requirements
 Approach calmly/quietly
 Explain why
 Follow through with SIC or CE to investigate all
options for student
 Calming the student – providing follow up options
 Show empathy
Cultural Differences
2 staff over 2 days
 Approach
 Gentle communication
 Minimise disruption
 Determine issue
 Cultural awareness
 Reassurance
 Support services
 Reporting incident
 Prioritise
 Put student welfare first
 Ask for assistance
 Keep calm
 Post event stress release
Interviews between 20 &
30 minutes with
10 - 15 minutes break
Invigilator Training
The next most important part!
Training Plan
1. Review Online Training Modules 1 & 2
2. Candidates would attend on the job training during our commercial exams
Open Universities Australia Exams (21 staff split over 4 day exam period)
 9.00am - Introduction
 9.20am - Shadow Experienced Invigilator
 10.40am - Mandatory induction
 12.00pm - Shadow Experienced Invigilator
 1.00pm - Lunch
 1.45pm - Invigilate 1:20 Ratio
 5.45pm - End of training
3. Review Online Training Modules 3,4, & 5
4. Review Invigilator Manual
Were they good enough to come back?
These staff were great!
Some minor issues relating to:
 Unavailability next exams
 Past invigilation clashes
 Personality clashes with existing staff
Plan moving forward:
 2 will be under review for Semester Two
 3 staff have not been invited back due too many changes in
their availability.
Section 3: What we learnt
Time to review
Timeframe
 Start in February - Move project forward at least 2 weeks
Position Description


Change Selection Criteria
Add availability requirements
Advertising



Target advertising
Re-wording advertising
Manage applications outside of REX / HR
Training



Review Commercial Training
Review time for mandatory training
Review existing staff training
Section 4: Upcoming Issues
Semester Two Exams
■
■
■
■
■
■
116 Invigilators contracted
19 Invigilators are unavailable for the first week
26 Staff unavailable for 1st 2 days (cup weekend)
76 Invigilators have sent back availability – 36 waiting
Reduced 1 venue capacity by 450 a day due to costs
Draft Timetable released with an added capacity of +200
per session
As at 21/08/2015
Recruitment Plan:
Investigating Recruitment Agency
Semester One 2016 onwards
Night exams goes ahead
Our Invigilator Pool will increase significantly as we attempt to run more
exams over less period of time and by reducing the higher costs of
external venues.
Estimated recruitment
■ 7 SIC & AS positions – Recruit 10+
■ 50 Invigilator positions – Recruit 65+
30% buffer on each position
We will need to factor in non-returns and staff who will have opposition to the change (i.e. Clayton only
staff)
To consider
■ SIC / AS recruitment from Internal Invigilators & external
■ Recruitment advertising to be similar as 2015 with project to start in January.
Semester One 2016 onwards
Night exams doesn’t go ahead
We will take the opportunity to change the process.
Estimated recruitment
■ 15 Invigilator positions – Recruit 20+
To consider
■ Re-write Position Description Selection Criteria
■ Target advertising – Teaching Association / Nursing / Retiree’s
■ Communicate “How to apply at Monash” better!
2017- 2018 onwards
Online exams go ahead
Will we have enough technology savvy staff to invigilate online exams?
Will our existing team leave once we start to change to technology?
Estimated recruitment
■ All Invigilation staff required for online exams (assumed 50% maximum online)
Invigilator would require:
■ Hardware skills
– Currently 1% know how to plug a laptop in
■ Software skills
– Currently 20% can complete required university
systems without assistance from Exams Staff
Questions…Thoughts?
Our greatest weakness lies in giving up. The most certain
way to succeed is always to try just one more time.
Thomas A. Edison